Incoming transfers
The Incoming transfers screen is the book of every transfer customers sent to the shop's bank account. The bank reports it through a balance notification service (SePay), the website writes each transfer exactly once, then matches it to an order by the order code in the transfer note.
What happens by itself
The customer puts the order code in the transfer note (scanning the QR code on the order page fills it in). The website adds up every transfer that names the same order:
- An order waiting for its deposit has received at least the deposit: the deposit is confirmed, as when the staff press Deposit received. The order leaves the deposit step; the rest is still owed.
- The money received equals the order total: the payment of the order is set to Payment received, as when the staff press Mark as paid.
- Short, extra, an order cancelled, already paid or without a total yet, or one transfer naming several orders: nothing is decided by the machine. The transfer waits in the Needs action tab with a sentence saying why.
Each time, the staff who may update orders get a notice on the bell.
States
| State | Meaning |
|---|---|
| Settled | The money went to its order and nothing is left to do |
| Needs action | The order is known, but the amount or the state of the order needs a person (short, extra, order cancelled, order paid in full, one transfer naming several orders) |
| No order matched | The note names no order the website knows |
| Ignored | Not a customer payment, set aside by the staff |
By hand
- Attach to an order (No order matched): type the code of the order the customer paid, for example when the customer sends a screenshot but forgot the code. The same rules apply to that order.
- Close this transfer (Needs action): once the short or extra money was settled with the customer, for example refunded. It only writes down what was done (required: the amount refunded, the date, the bank reference). It does not confirm a deposit, does not mark the order Paid in full and does not refund anything: a refund is a bank transfer made by hand. To move an order out of the deposit step press Deposit received on the order page.
- Transfers of an order (the selling package): extra money, a cancelled order or an order already paid have no Close this transfer but two buttons, Refund the customer (writes a payment voucher) and The customer leaves it (plus Move to another order if the shop turns on the box Allow moving extra money to another order, off by default); a short deposit also has Accept the deposit; a transfer naming several orders has Assign to an order. The Money book button at the top of the screen is for checking the bank statement. How to use them: the guide Payments and deposits.
- Ignore (No order matched): money that is not a customer payment. The line stays in the book.
- Check for new transfers: a customer says the money just left; fetch now instead of waiting for the next automatic round.
Nobody adds a line, changes an amount or deletes a line, not even the owner of the website: every line must come from the bank for the book to mean anything.
The full guide for staff, case by case (paid in full, short, extra, cancelled order, wrong transfer note) and how to refund: the article Payments, deposits and incoming transfers in the group Payments.